Pre-bid meetings regarding tendering process of all kinds of procurement of goods and services-reg (English)

U-16/30/6/2010-PC(Misc.)/Vol.II(29)-Part(1)/E-252719     27-08-2025 To All Deans - ESI PGIMSRs/Medical and Dental Colleges All Medical Superintendents - ESIC Hospitals Director (Medical) Delhi/Director (Medical) Noida Subject: Pre-bid meetings regarding tendering process of all kinds of procurement of goods and services-reg   With reference to subject cited above, please find enclosed herewith a Note from IC (P&A/MSU) Z-11/12/1/Misc.Matter/2024-MSU-Pt(5) dt 11.08.2025 wherein it has been informed that 1. The entire bidding/tendering process should be very transparent and should provide more inclusivity. Level playing field must be provided to all the prospective bidders. 2. Whenever, the RFP is uploaded on the GeM Portal, the scope of pre-bid meeting must be there and all prospective bidders should be informed about the same. 3. The pre-bid meeting must be chaired preferably by institutional heads (Deans/MSs) of all user institutions. If in case, the concerned senior officer is not available, then the second senior most, should chair meeting invariably. However, when the estimated cost of the entire bid is more than Rs. 3 crores, then the pre- bid meeting should be chaired by the head of the institution and by Divisional Head in case of Hqrs. Office. 4. The suggestions/objections received in the said pre-bid meeting must be examined with due diligence and all efforts must be taken to be inclusive about such suggestions/objections, with objective to broad-base the participation. 5. The pre-bid meeting should be on hybrid mode and should be recorded; and records to be kept in file. Therefore, all ESI PGIMSRs/Medical and Dental Colleges/ESIC Hospitals/Director (Medical) Delhi/Director (Medical) Noida are directed to comply with the aforesaid instruction in letter and spirit. U-16/30/6/2010-PC(Misc.)/Vol.II(29)-Part(1) I/2948981/2025 Additionally, a monthly report in the following format must be submitted by all ESI institutions via email at pc-hqrs@esic.gov.in by 7th of the following month: Report for the month of …….. Name of ESI institution…………… S.No No of RFP/bids floated Pre-bid meetings held Attended by Head of Office or not No. of suggestions or objections received/No of suggestions or objections accepted or replied This issues with the approval of the Competent Authority. Yours sincerely, (Sanjiv Kochhar) Dy. Medical Commissioner (PC) Copy to: 1. All ESIC Zonal Medical Commissioners (North Zone, South Zone, West Zone, East Zone & North East Zone). 2. WCM, Hqrs with request for uploading on ESIC website U-16/30/6/2010-PC(Misc.)/Vol.II(29)-Part(1) I/2948981/2025